Senior Administrative Specialist

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Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Science

Department: UNT-COS – Student Services-124120

Job Location: Denton

Salary: 36336.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us – Values Overview

Department Summary

The College of Science at the University of North Texas consists of the Departments of Data Analytics and Statistics, Biological Sciences, Chemistry, Mathematics and Physics and the interdisciplinary programs Teach North Texas, BioDiscovery Institute, Advanced Environmental Research Institute, and Interdisciplinary Program in Applied and Computational Science. The college offers Bachelor’s, Master’s, and PhD degrees in science and mathematics, currently serving more than 4,000 majors. Our faculty are world-class researchers in science and mathematics, and the college faculty and staff work together to provide excellent support to our students in their academic education and professional development.
The mission of the College of Science is to provide a supportive, inclusive, and collaborative environment for students, faculty, and staff, integrating a contemporary education in science with the pursuit of research at the forefront of the natural and mathematical sciences. The College of Science Advising Center is committed to improving student learning outcomes and student success as our student population becomes ever more diverse and adapts to a changing world.

position Overview

Provide administrative support to the College of Science Advising Center and the Sr. Assistant Dean of Academic Affairs, including managing front desk operations (answering phones/emails, greeting visitors), schedule keeping, preparing and distributing agendas, processing curriculum changes, monitoring financial accounts, and organizing special events. Maintains a productive office climate and assist the unit for optimal workflow. Select, train, and supervise part-time office personnel. Tasks such as data entry, office supply organization, record keeping, logging delivered documents, time entry, scanning and imaging, website maintenance, preparation and maintenance of reports, coordinate meeting logistics, and handling correspondence. Manage purchases for the unit, including travel and budget tracking.

Minimum Qualifications

Bachelor’s degree and one year of highly responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training

Knowledge, Skills and Abilities

Exceptional customer service skills. Advanced Microsoft Office skills – especially in Word and Excel. Knowledge of accounting/budgeting procedures. Self starter with an ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others. Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats. Ability to conceptualize, plan and organize multiple programs and assignments effectively. Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness. Skill in developing and maintaining good working relationships. Knowledge of policies, practices, procedures and terminology of assigned function. Supervisory skills.

Preferred Qualifications

The preferred candidate will possess the following additional qualifications: Experience with financial management of grants and projects. Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams. Proficiency in Zoom. Experience organizing events and meetings. The ability to interact professionally and communicate collegially and clearly with faculty, staff, and students at UNT. Experience in communicating about and keeping accurate financial records. Strong organizational skills including management of major events and funding from multiple sources. Ability to solve problems collaboratively and to keep others informed of decisions and rationale for decisions Proficiency with website maintenance.

Job Duties

• Perform administrative duties for the College of Science Advising Center, including tasks such as data entry, scanning and imaging, and handling correspondence, to support efficiency and effectiveness of the unit. – ()
• Organize regular meetings and special events, coordinate meeting logistics, prepare and distribute meeting materials, take notes during meetings.
• Prepare or assure preparation of all forms related to hiring, leaves, payment, and termination of staff, student workers, and hourly workers.
• Monitor financial accounts, manage purchases for the unit, track budget, prepare and review travel approvals and reimbursement requests.
• Manage applications of undergraduate research awards and manages financial paperwork related to student scholarship program.
• Process curriculum changes, including keeping Curriculum Committee website up to date, maintaining workflow in Curriculog, and handling communications with the Registrars Office
• Monitor inventory, report lost and stolen property, manage office supply organization, process custody records, preparation and maintenance of reports, record keeping, logging delivered documents, time entry.
• Manage daily operations of the front office, including receptionist duties, answering departmental calls and emails, greeting guests, students, and visitors, schedule keeping, and managing sensitive email, calendars and electronic and physical files. Ensuring that the COS Advising Center front desk is staffed appropriately and the center is opened daily.
• Provide administrative support to the Sr. Assistant Dean for Academic Affairs, and as needed, the Assistant Dean for Health Professions and Associate Dean for Undergraduate Studies.
• Provide leadership for maintaining a productive office climate, knowledgeable in COS Advising and institutional policies, practices, and procedures, and assist the unit for optimal workflow.
• Interact extensively and diplomatically with faculty members, deans and upper administrators.
• Select, train, and supervise part-time office personnel.

Physical Requirements

• Communicating with others to exchange information.
• Moving self in various positions to perform tasks in tight and confined spaces.
• Sedentary work that primarily involves sitting/standing.
• Repeating motions that may include the wrists, hands and/or fingers.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

M-F, 8am-5pm, 100% in person

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their Application. If needed, additional references can be added after the application has been submitted.

Benefits

For information regarding our Benefits, click here.

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit -and takes actions to prevent – discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.

The University of North Texas System and its component institutions are committed to equal opportunity and comply with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University of North Texas System and its component institutions do not discriminate on the basis of race, color, sex, sexual orientation, gender identity, gender expression, religion, national origin, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, and employment practices.

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